THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T187
Template Title: Lay Protectors’ Association Membership Form
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add F if security/conflict roles apply)
Linked Templates / Policies: T182 (Volunteer Registration), T166 (Induction Checklist), Safeguarding & Relic Respect Rules, Code of Conduct, Conflict-of-Interest Policy, T173 (Records Classification)
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
1) Purpose (why we use this form)
This form registers members of the Lay Protectors’ Association (a lay supporters group).
It records member details, roles, agreement to a code of conduct, and meeting schedule.
2) Member details (member information)
Full name (as preferred): __________________________________________
Title (Mr/Ms/Mrs/Dr/Other): _______________________________________
Phone: __________________________ Email: __________________________
Address / village (optional): _______________________________________
City/Province: __________________________ Country: ________________
Emergency contact (optional but recommended)
Name: __________________________ Relationship: ____________________
Phone: _________________________
Link to community (optional):
Temple/community group: _______________________ Village/area: __________
3) Membership type and role (what the member will do)
Membership type (tick one):
General member [ ] Active supporter [ ] Committee member [ ] Youth member [ ] Advisor [ ]
Preferred role(s) (tick all that apply):
Event support (crowd guidance, setup, cleaning) [ ]
Community outreach / village stupa support [ ]
Visitor welcome and guidance (public areas only) [ ]
Education support (simple talks, translations) [ ]
Donation support (non-cash tasks only, under staff control) [ ]
Skills support (IT, design, maintenance) [ ]
Peace and harmony support (calm mediation, welcoming) [ ]
Other: __________________________ [ ]
Skills and strengths (short):
Time availability
Days: Mon [ ] Tue [ ] Wed [ ] Thu [ ] Fri [ ] Sat [ ] Sun [ ]
Frequency: Weekly [ ] Monthly [ ] Event-only [ ] Other: ____
Hours per month (estimate): ______
4) Boundaries and restrictions (important)
Tick to confirm the member understands:
I will not enter Sacred-Restricted areas unless officially authorised. [ ]
I will not handle relics or restricted objects. [ ]
I will not hold keys alone or access locked storage. [ ]
I will not collect or count cash donations alone. [ ]
I will not speak to media as official voice unless authorised. [ ]
I will not share private information (donors, staff, security details). [ ]
If the member is proposed for a higher-trust role, list extra checks needed (if any):
5) Code of Conduct agreement (code of conduct)
Please read and tick each point:
I will act with respect to Buddhist faith and the museum mission. [ ]
I will use calm and truthful speech. [ ]
I will not use the Association for politics, hate, or conflict. [ ]
I will avoid gossip and rumours. [ ]
I will declare any conflict of interest (money, family links, business). [ ]
I will follow safeguarding and safety rules. [ ]
I will not seek personal benefit from service. [ ]
If rules are broken, I understand the museum may suspend my membership.
Agree [ ]
6) Meetings and communication (meeting schedule)
Regular meeting schedule (choose one or write):
First Sunday each month [ ] Time: ________
Second Saturday each month [ ] Time: ________
Quarterly meeting [ ] Months: __________________
Other schedule: ______________________________________________
Meeting place (usual): ___________________________________________
Communication channels allowed (tick):
Phone [ ] Email [ ] SMS [ ] Messaging app [ ] In-person [ ]
Consent to contact about meetings and service needs: Yes [ ] No [ ]
Consent date: ____ / ____ / ______
7) Training and induction (if members support activities)
Training needed? Yes [ ] No [ ]
If Yes, tick training topics to schedule:
Safeguarding basics [ ]
Relic respect and visitor conduct [ ]
Fire safety and evacuation basics [ ]
Data/privacy basics [ ]
Role-specific training [ ]
Induction checklist completed (T166) if relevant? Yes [ ] No [ ] Date: //____
8) Internal approval (association register)
Membership approved? Yes [ ] No [ ] Pending [ ]
Approved role level (tick): General [ ] Active [ ] Committee [ ] Advisor [ ]
Approved by (name/role): _______________________________
Approval date: ____ / ____ / ______
Member ID / register number (if used): ____________________________
9) Signatures and filing
Member name: __________________________ Signature/thumbprint: __________ Date: //____
Received by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Safeguarding): _________ Signature: __________ Date: //____
File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____
